|
Do we need
a committee? Well, you are an organization after all and
many members want to join committees. It's the politically
correct thing to do. My experience is that a Golf
committee will start with 5 or 6 well meaning members and
dwindle to 2 or 3 by the day of the big event. And that's
ok. Accept the pattern of committees from the start and
your 2 dedicated selves will have a much easier time not
worrying about consensus building all the time.
Multiple
committees? Yes. If you are lucky enough to have
an experienced telemarketer or fundraiser who wants to run with
the Sponsorship Committee by all means let them do the hard
stuff.
How do I
select a course?
-
Ask your group for intro into private clubs
they may belong to. Many players will jump at the
opportunity to play a usually off-limits club.
-
Look at our Guide
to Outing Friendly Courses
-
Ask your local Pro Shop which clubs they
suggest and while you're there ask for their standard outing
sponsorship package. They all have coupons or
giveaways specifically for outings.
-
Look for clubs that openly solicit for
Outing, Catering or Function business. They most
likely say so on their website and in their brochures.
What
are the proper questions for the club pro?
-
How many outings or tournaments do they host
each year? I'd be careful if it's fewer than 25.
Many host well over 100/yr. and have the experience you
need.
-
What dates are available? They book up
months or years in advance.
-
Do they favor morning or afternoon events?
-
What is their deposit and payment schedule?
Be prepared for an upfront deposit and possibly full payment
well ahead of the event.
-
What services do they provide on the day of
the event? Do they set up the foursomes and label the
carts?
What
format will we play?
Shotgun Best Ball Scramble is the most popular,
fastest and easiest on club and players. One or two
foursomes drive out to each hole and all begin play at the same
time. If you start on hole two you'll finish on 1 and so
on. All four players tee off, the team selects the best
shot. The other three balls are lifted and the foursome
all hit from within a club length of the best ball. The
process continues until the hole is completed.
Callaway handicap
system
(also "Callaway scoring
system") a system of creating "fair" handicaps
for a one-time event in which many players do not have
verifiable or established handicaps
Example: The Callaway
handicap system/scoring system uses a chart to subtract
a specified number of holes/strokes from, and make other
adjustments to, a players score.
From the Golf Glossary at PGA
Professional.com
How much
should we charge? In marketing we say "What the
market will bear". It really depends on the financial
makeup of your organizations members. Typically, an outing
you pay $150 to play with meal included actually cost the group
$75 - $85. The difference is your fundraising profit.
People are willing to pay the differential for the cause you
represent, the tax write offs and the just plain fun of playing
golf while on the job.
How
will we handle registrations? We offer a partner's
online
registration system that keeps tracking and reporting to a
minimum. For accounting reasons it seems that a majority of players
still would prefer to mail a check and this system allows for
checks, in fact you can require checks and simply use our system
for the signup. Probably the best reasons for online
registration can be answered with two stories.
In 1999 our outing's second largest sponsor was
not on any of our call lists. The gentleman found the
website through MyGolfOuting.com, registered a foursome and paid
for a banquet sponsorship with his American Express card.
We not only list player and foursome prices but we also show the
sponsorships, sort of like candy in the checkout lane.
The following year I was visiting tables at our
banquet. Just saying howdy and asking for feedback.
One table had eight people I'd never seen who were not members
of our organization. When I asked how they found the
outing the leader replied, "We wanted to play in a
tournament on Cape Cod so I did a search on the web".
Do
we need a special bank account? Ask your organization's
accountant.
Where can we get logo golf balls?
Online through one of our partners.
Who pays for the logo balls and or prizes?
Either a sponsor who will want their name on the balls or it
comes out of the registration fees. Any costs you can get
picked up by sponsors will add to the bottom line.
When and How to
calculate the prize budget? Once sponsor pledges equal
player profit you can begin to allocate the sponsorship funds.
Any sponsorship shortfall can be covered out of player profit
which usually is earmarked for the association bank account.
What charity will we support?
A reputable one which will ensure that at least a portion of a
player's registration fee is tax deductible.
When will the committee(s) meet? Once
a month at first then every two weeks for the final three
months. Weekly or daily in the last month before your
event.
Where to meet?
Think convenience for the active members.
Where do we get
sponsor tee-signs? MyGolfOuting.com
Sign Shop
is easy and secure.
Who does our printing? Many organizations have a printer or two as
members. Their printing services can be an important
barter
sponsorship.
Who does our mailings? This
function may also be farmed out to a helpful member. Check
your member roles.
Who will cater? What's on the menu? Ask
the venue you've selected. Outings take longer than normal
golf, usually five or more hours. Add to that a putting
contest, bar time then a banquet and you've got a hungry tired
group. We like buffets for the speed.
How often should we mail our invitation?
Start with email as soon as you have the date nailed
down. That first one can even be a "Hold the
Date" note. Begin monthly invitation mailings 4
months out and bi-weekly email reminders 3 months out. You
cannot mail too much and if your group is made up of execs
they'll want something in their hands that they can pass to the
administrative assistant. Printed flyers through the
mail work miracles, the only downside is they come back with
checks rather than encouraging online registration. Due to
recent events we highly recommend tri-fold or single fold
mailers rather than enclosed letters.
What does the invite say? We've
offered a sample or two. You
want all details covered and you want to offer the chance to
sponsor and purchase other goodies from your group.
How do we solicit sponsors? Letters?
Script? See Sub
Committees. Look at the book to your left.
Fundraising experts really do know what works.
When will people really sign up?
Some 3 months ahead, a few 2 months out and the majority within
the last two weeks. Repeated mailings, emails and any other
reminders are intended to get folks on board earlier and lessen
your panic. Remember to announce and beg at every meeting
your organization has. Also Always use a registration
payment deadline and try to enforce it.
When should we begin to panic?
Three weeks before the event and your full payment is coming
due. Hopefully, two weeks later you'll be wondering why
and trying to find room for last minute registrants.
Does the committee play for free?
Don't you wish. Actually, we can't remember paying for too
many of our own tourneys, but most directors don't play.
We man the tables, check on the caterers and generally do
necessary stuff. If your outing is organized well and you
have a non-golfer on the table then relax, go play.
How
can I play in my tournament but be sure to be in the clubhouse
ahead of other players?
During cart assignments ask the pros to put you on 1 or
10 so you finish on 18 or 9 (at the clubhouse).
How
many people are needed during registration?
Usually 3 people cover the table. Two for
registration, one to hand out goodies and act as gofer.
For Corporate Outing Planners
What
makes corporate outings different? No committee to deal
with and sponsorships only if you want a charitable piece to
your event. Generally, vendors will replace the sponsors
of a charity event.
Can
I get my vendors to cover the costs? That is the goal of
any smart business person. Many vendors will have Market Development
funds, often at the discretionary use of the regional
managers. Regional managers are the ones taught to play
golf as part of their training and you should be able to find
one or a group of your vendors willing to pick up most, if not
all of the costs of your event.
Do
golfers mind a little selling? Are your kidding?
Odds are they're playing in your corporate outing for free and
will go out of their way to show good will to the vendors who
made it possible.
Suggested
ways to make the pitch? There are hundreds of ideas your
vendors will propose, we'll stick to the basics.
We like the Post Golf Product Showcase the
most. This is essentially a mini tradeshow in the same
room with your bar and networking. We've even had shows
and presentations while the crowd eats lunch.
Vendor booths on the tees are not uncommon,
especially at crowded turn holes or the par threes. You
can even let them run their own side contests and promotions.
The
big gotcha of corporate golf outings is: Customers
playing for free have much less invested in the event. You
will have more no-shows than a paid charity outing.
Be sure to focus on written confirmations and
phone calls if you have the people allocated to do this.
It is also a good idea to keep a waiting list to fill the spots
that open.
Got a question? Know something we should
have here?
That's where many of these came from.
*Just opinions from the experiences of a volunteer outing
director. You will be responsible for lots of money,
perhaps a few dreams and the good name of your
organization. If you're not sure about something ask the
professionals. Your accountant, attorney and maybe even a
professional outing director.
|
